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In this edition of What’s Up at DAS, I’m pleased to introduce two new members of DAS' leadership team.
Diana L. Foster is our new administrator of the Human Resource Services Division. She joined DAS in August, following Sue Wilson's retirement. Diana's most recent position was chief procurement officer for the Oregon Department of Transportation. We’re excited about Diana’s leadership style and energy, which she’ll use to focus on customer service.
Another new addition is Sean McSpaden, who accepted the position of deputy chief information officer (aka deputy administrator) with our Enterprise Information Strategy and Policy Division. Sean promoted to this position from within DAS where he has served in a variety of positions of increasing responsibility over the past 10 years.
Scott L. Harra, Director
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I hope you'll join me in welcoming these new leaders to DAS. You can read the full article for both these successful recruitments, below.
We hope you enjoy this edition of What's Up at DAS. As always, feel free to contact us if you have questions or if you’d like to suggest a future topic. We look forward to hearing from you.
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Department of Administrative Services
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| Budget and Management Division |
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Heroes of the budget process
No one is likely to write a book on Great Moments in Budgeting. If such a book ever came out, however, the year 2008 would rate its own chapter. In the past, meeting budget deadlines has proven to be the government equivalent of summiting Mt. Everest. Few ever did it; many more almost perished in the attempt.
Suddenly the world has changed.
In 2006, no agency had completed its Agency Request Budget by August 1 (the deadline for early submittal agencies). In 2008, twenty-four agencies turned in completed budgets by that date. The number of agencies who met ORBITS deadlines increased from nine in 2006, to 39 this year. Recent systems changes at BAM may have built a railroad to base camp; however, the tireless and relentless mountaineers in state agencies did the heavy lifting and scaled the heights of budget excellence.
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Brian DeForest, a BAM section manager, commented, “There are too many shining stars in agencies to list in one article.” With a little prodding, he offered a few examples.
The Department of Human Services is the most improved agency. Sara Singer did an outstanding job of coordinating the internal budget process, improving audit submission times by 90-120 days. On the other end of the spectrum, Brian complimented Elaine Sears (DPSST) and Randy Basl (ODVA) and their teams for consistent excellence over a long period of time. Similarly, Marine Board (Hillary Crew) and Employment (Roberta Lewis) were relaxing at home on August 1 as they easily beat the deadline (without the use of oxygen tanks).
Speed is important of course, and Donna Haole-Valenzuela (DAS) and Cameron Smith (ODFW) demonstrated they can run with the Sherpa in meeting deadlines. Brian remarked that just as important, the quality of their work was top-shelf. Brian was also impressed that Gail Bouldrey (Judicial) and Karen Trussel (Justice) integrated training sessions into their succession planning. Even Sir Edmund Hillary had to stop climbing eventually.
Finally, Brian noted some newbie trekkers who figured out the business end of a budget ice ax more quickly than expected – Kate Nass (Real Estate), Doug Crook (DLCD) and Opal Bontrager (Shared Client Services).
BAM's staff and managers extend thanks to all agencies for their efforts this budget season.
Contact: Jack Kenny, (503) 378-3107
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| Enterprise Information Strategy and Policy Division |
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Deputy CIO named
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Sean
McSpaden
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In mid-June, Sean McSpaden became Oregon's deputy chief information officer and deputy administrator of DAS' Enterprise Information Strategy and Policy Division. Sean has been with DAS for 10 years. He has held progressively responsible positions including his most recent role as manager of the Information Technology Investment and Planning section.
In his new role, Sean will oversee the administrative operations of the division, the Geospatial Enterprise Office, and the IT Investment and Planning section.
“Over the past 10 years in public service, I have had the chance to work with virtually every state agency, all major IT governing boards, and many federal and local government agencies in the realms of IT governance, planning, policy and oversight. I profoundly appreciate the opportunity to serve Oregon state government in this new capacity. Together, we can transform government service delivery and make an enduring contribution for all Oregonians.”
-Sean McSpaden
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DAS to offer security plan workshops
State rules and policies require agencies to develop information security plans by July 30, 2009.* To help agencies develop their plans, the Enterprise Security Office, a part of DAS’ Enterprise Information Strategy and Policy Division, will hold a series of workshops to explain the purpose and objectives of a security plan.
The workshops will give agencies a hands-on opportunity to draft their security plans with on-the-spot help from DAS’ security staff, agency mentors and other workshop participants. The workshops should be especially useful to small and medium-sized agencies who may have limited security resources. Workshops will occur in Salem this fall and in Portland next February. Each workshop consists of two parts, with one session held early in the month and the second session late in the month.
Workshop Topics
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- What information to include in the plan
- Who to include in the planning process
- Next steps, such as implementing the plan
- User awareness programs
- Measuring success
For more information, visit the Enterprise Security Office Web site. To register, contact Cinnamon Albin, (503) 373-1496, or Eva Doud, (503) 378-3071.
*Oregon Administrative Rule 125-800-0020 requires all state agencies to develop information security plans that are to be reviewed and approved by DAS. As established in statewide policy 107-004-052, agency plans are to be completed by July 30, 2009.
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| Human Resource Services Division |
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Division welcomes new leader
Diana Foster
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Diana L. Foster joined DAS on August 18 as the administrator of the Human Resource Services Division. Most recently, Diana served as the chief procurement officer of the Oregon Department of Transportation. She comes to DAS with more than 20 years experience in Oregon state government.
Diana's career has included work for the Executive Department (later renamed DAS) in the mid-1980s and promotion to the position of budget officer with the Department of Corrections in 1987. Continuing her work in Corrections, she became the fiscal services administrator in 1991 and served in that capacity for 12 years.
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"I'm delighted to return to DAS and be part of the exciting challenges facing HRSD and state government today. Many opportunities are before our division and I'm hopeful that I can help to make a difference for the future of the state's workforce."
-Diana L. Foster
Learning takes center stage
Training for Oregon state government is changing due to an initiative sponsored by DAS’ Human Resource Services Division. “iLearnOregon” is a dynamic online system that several state agencies are currently testing through the end of the year. The system manages basic functions, such as course catalogs, registration, enrollment, and transcripts, along with more advanced functions such as blogs, content sharing, skill assessments and individual development plans.
iLearnOregon offers much more than administrative functions. The technology lets agencies identify learning needs for learners and organizations. By equipping employees with the knowledge they need to operate at peak performance levels, employees can improve their effectiveness. iLearnOregon will enable agencies to manage their workforce more effectively in an environment of changing needs.
Beyond the convenience of an online system, employees will benefit from iLearnOregon because their learning transcript will follow them throughout their career in state government. Managers will benefit from a variety of reports on enrollments, transcripts and training costs.
Here’s what agencies say about iLearnOregon:
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Test Agencies
Employment
Fish & Wildlife
Forestry
Housing
OLCC
Parks & Recreation
PERS
Revenue
State Fire Marshal
DAS HRSD
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| “This is an incredibly exciting effort that will finally meet so many of our succession management, employee development and career building needs that many of us have talked and visioned about for the past ten years or so.”
-Clark Seely, Associate State Forester, Oregon Department of Forestry
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| “iLearnOregon will provide PERS with a framework to improve the way we manage the learning process agency wide.”
-Lisa Romo, Training and Development Manager, PERS
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To learn more, visit the iLearnOregon Web site.
Contact: Theme Grenz, (503) 378-6213
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| State Services Division |
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Behind-the-scenes with the state’s bindery team
Publishing & Distribution’s seven-person bindery team has 170 years of combined experience. On an average day, this team collates, assembles, trims, staples, folds, saddle stitches, thermal binds, perfect binds, coil binds, tabs, perforates, scores, drills, pads, and shrink wraps more than 40 jobs!
Typically, the team needs just one hour to fold 15,000 sheets of paper, hand-insert 1,000 pieces or bind 300 books.
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Shrink wrap machine
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The bindery team also maintains and occasionally repairs 30 pieces of specialized equipment. The team uses its expert knowledge to set up each unique job.
The next time you have a bindery project, call Publishing & Distribution. They will guide you to the most timely and cost effective way to produce your job.
Contact: Karen Adams, (503) 373-1700
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| Facilities Division |
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Facilities responds to customers’ input
The Facilities Division has worked hard to earn a positive image as an enterprise-level service provider. Last year, the division’s management team evaluated customers’ feedback and launched several initiatives to make requested improvements.
Here’s a snapshot of the division’s efforts:
- Improved the division’s Web site with new user-friendly navigation, news updates and photos
- Created new publications to promote the division's services and contact information for each program
- Added an ongoing customer survey link to all e-mail messages
- Developed a “brand” for all e-mail messages originating from Facilities Division staff
- Expanded choices in paint colors for DAS-owned buildings [more]
- Completed a “Wall of Fame” in the Facilities Division lobby, featuring photos of all sections and division teams
- Enhanced communications with employees by clarifying roles and responsibilities and encouraging open communications with supervisors and managers
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Left to right:
Robin Harpster
Administrator
Scott Young
Deputy Administrator
Pam Branczek
Administrative Manager
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Since the launch of these initiatives this past spring, both staff and managers have experienced a new surge of energy and enthusiasm, because the benefits to customers are readily apparent. The division has committed to keeping this focus on service alive and growing.
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Facilities Division's Team Motto
The Facilities Division is a flexible team that relies on the strengths of its people
to effectively pursue excellence in state government.
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Contact: Robin Harpster, (503) 373-7152
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| State Controller's Division |
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Payroll Services improves the online time system
Agencies that use DAS’ online time system to capture employees’ time and attendance have begun to see some welcome changes onscreen. The State Controller’s Division recently completed several changes suggested by customers. The division uses its discretionary maintenance time to make these changes. See the chart below for details.
If your agency doesn’t use the online time system, you may want to learn how this paperless, sustainable system saves time for payroll staff.
Screen Name
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Improvements
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P004 – Time Capture Screen
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Displays the employee’s crew number, position number, benefit package, and holiday schedule (actual or observed).
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P006 – Supervisor Entry (Approval) Menu
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Displays additional information to assist the supervisor when reviewing and “locking” time, including employee’s crew number, position number, benefit package, work schedule, pay basis, overtime eligibility status, regular hours in the pay period and holiday schedule.
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P007 – Entered Pay Types by Day – Summary
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Displays summary totals of each pay type entered for the month in the upper right hand corner. Displays regular, other, leave without pay and forecast hours in the lower right hand corner.
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See the online reference manual for examples of the changes by “screen.”
Contact: Sharon McKeehan, (503) 378-6777, ext. 230.
R*STARS gets a facelift
The state’s accounting system, “R*STARS,” is a well thought-out, robust accounting system with an image problem. Simply put, it looks outdated.
A facelift project to provide 22 Web-based R*STARS screens with a different look and feel is now in testing. The system should go live for agencies by the end of September.
And for those who don’t want the system to change, rest assured: It won’t!
The functionality of R*STARS will not change. Users may select the new or old format. If users want to continue using “green screens,” they can. Users may also move between formats by logging out of one environment and into the other. View "before" and "after" pictures below.
The first phase of the facelift includes screens to pay invoices and record receipts — the most used functions in R*STARS. If agencies want to expand the screens in the facelift project, the State Controller’s Division will move forward with additional improvements.
Contact: Joy Sebastian, (503) 373-1044, ext. 228
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| Benefit Boards Update |
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PEBB achieves lowest increase in Board history
The Public Employees’ Benefit Board (PEBB) expects its overall health plan premium rates will increase by less than five percent in 2009 — the lowest-ever annual increase for healthcare premiums. Other large groups will likely see double-digit increases, which Americans have come to expect.
PEBB Administrator Joan Kapowich said the Board balanced a number of factors to achieve the low rate increase. “The Board used flexibility in plan design, the stability and size of the PEBB pool, a focus on population health and health promotion, and its ability to affect the market and take on risk,” she said.
“We feel fortunate in the outcome for 2009. It supports the Board’s continued efforts to explore and apply innovations in designing and purchasing healthcare benefits.”
Contact: Ingrid Norberg, (503) 378-4313
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2009 PEBB Healthcare
Benefit Innovations
- No-cost generic drugs for common chronic conditions
- No-cost screenings for breast, cervix, colon and prostate cancer
- No-cost tobacco cessation program
- No-cost participation in weight management program
- Coverage for nutritional counseling
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Surf’s up at OEBB
Staff of the Oregon Educators Benefit Board (OEBB) are riding the wave of the Board’s first Open Enrollment season. Every day, about 1,500 Oregon school system employees enroll for 2009 benefits through MyOEBB, the Board’s online enrollment system. Nearly 64,000 school employees will enroll in OEBB benefits by Sept. 15.
OEBB Administrator Joan Kapowich commented that the Board is pleased with the new benefit program. “Board members want to make sure their stakeholders have support to deal with this significant change in the way they access their benefit package. OEBB staff members offer phone assistance each day for school employees. They’re also making presentations to employee groups throughout the state.”
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To learn more about OEBB, visit their Web site.
Contact: Scott E. Rupp, (503) 378-5353
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| Thank You |
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The department values your input. What's Up at DAS will return next quarter with more news and information. If you want us to cover a specific topic, please let us know.
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